Vanpool Administrative Assistant

Department/Division

Operations / Vanpool

Paygrade

B21

FLSA Status

Non-Exempt

Supervision Received From

Vanpool Manager

Supervision Exercised Over

Compensation

Hourly: $32.64-$44.10

Summary:

Performs staff assistance and a variety of administrative duties in support of vanpool and community van services. Serves as a main point of contact with vanpool customers in support of vanpool service and vanpool fleet maintenance.

Distinguishing Characteristics:

Performs specialized support activities for the Vanpool Division. As an Assistant, performs duties of a specialized support to the division requiring knowledge of transportation program activities. Work performed is within general parameters.

Essential Duties:

Duty No.	Description	Frequency
1	Responds to department, outside agencies, employee and public inquiries; provides information within scope of knowledge and authority or refers individual to appropriate staff.	Daily 20%
2	Prepares communications including detailed letters, confidential documents, agreements, reports, and forms independently or from brief instructions or notes; verifies information as needed; edits, formats, posts and distributes documents and updates website. May require research, data collection and collaboration with agency staff and outside organizations.	Daily 5%
3	Performs special projects as needed, including data and information collection, and creation of database tables, queries, forms and reports, preparation of materials, production mailings, copying and errand running. Collects and verifies information for vanpool volunteer coordinators, drivers and bookkeepers, including information with employers, insurance agencies, licensing agencies and other pertinent sources.	Daily 15%
4	Assists Vanpool Coordinators. Answers email and phone inquiries, enters data into database(s), and helps customers find vanpools that match their needs. Attends public events for ridematching.	Daily 10%
5	Serves as liaison to vanpool customers for vanpool vehicle maintenance, coordinating pick up and drop off of vehicles, and preventive maintenance questions. Develops and maintains database records and customer contact log. Monitors status of vehicle maintenance, communicating changes as needed. Occasionally drives vehicles to serve agency, vanpool and community van needs.	Daily 20%
6	Maintains administrative records on vanpool drivers, reporters and riders. Orders driver records for vanpool drivers as needed; tracks and schedules refresher training for vanpool and community van drivers.	Weekly 5%
7	Enters monthly ridership and fare data for National Transit Database (NTD). Tracks monthly payment information in the customer database to assist coordinators. Prepares monthly NTD reports and compiles annual statistics.	Monthly 5%
8	Processes routine expenses for the vanpool department, preparing purchase orders, and handling invoices for special department needs.	Weekly 5%
9	Monitors Community Van program usage and schedules vehicles for community van customer usage; develops and maintains participant records, verifies participant eligibility. Tracks and coordinates community van vehicle maintenance, determines vehicle availability, schedules customer reservations; reviews community van usage and prepares monthly community van invoices.	Weekly 5%
10	Assists staff with training for vanpool drivers and reporters. Assists with providing program parameters, rules and expectations to all vanpool customers.	Monthly 5%
11	Monitors and collects monthly ridership and fare data used in invoicing employers. Tracks employer subsidies. Processes monthly reports, determines appropriate vanpool fares, prepares and submits monthly invoices to accounting for employers providing full-fare subsidy.	Monthly 10%
12	Performs other duties of a similar nature or level.	As Required
13	Must meet regular time and attendance standards.	Always

Knowledge:

Customer service principles;
Modern office procedures, methods, and equipment;
Basic filing and recordkeeping principles;
Basic mathematical concepts;
Word processing methods;
Applicable Federal, State, and Local laws, rules, and regulations;
English language, grammar, and punctuation

Skills:

Skill in:

Providing outstanding customer service;
Preparing a variety of written correspondence and reports;
Assist with monitoring and coordinating volunteers;
Using computers and related software applications;
Electronic filing;
Keyboarding;
Using modern office equipment;
Reading and interpreting documents;
Analyzing data and comparing various sources of information;
Processing and maintaining a variety of records;
Preparing a variety of reports and other related written correspondence and materials;
Communication, interpersonal skills as applied to interaction with coworkers, manager, and the general public sufficient to exchange or convey information and to receive work direction.

Licensing Requirements:

Washington State Driver License.

Must submit to criminal background check, the results of which must meet hiring criteria for the role.

Physical Requirements:

Positions in this class typically require: climbing, reaching, driving, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Training and Experience:

Associates Degree and three years of increasingly responsible administrative support experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Note:

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.